Executive Assistant - UK hours

VirtuHire; United Kingdom; On-site; GBP 30,000 - 45,000; Full time

Job summary

A dynamic UK-based company is seeking a proactive Executive Assistant to support senior management. The role involves managing complex scheduling, coordinating recruitment, and handling administrative tasks vital to the business. The ideal candidate should have 3–5 years of relevant experience, strong organizational skills, and excellent communication abilities. This position offers the chance to work closely with leadership and be part of a fast-paced environment.

Qualifications

• Minimum of 3–5 years’ experience as an Executive Assistant or in a senior administrative support role.
• Excellent written and verbal communication skills with a professional demeanor.
• Strong organizational and multitasking abilities; able to manage competing deadlines.

Responsibilities

• Implement a company-wide task management system and allocate tasks.
• Provide comprehensive diary and schedule management for senior executives.
• Assist in the recruitment process by placing job ads and filtering CVs.
• Make complex travel arrangements, including international business trips.

Skills

Organizational skills

Communication skills

Attention to detail

Problem-solving

Interpersonal skills

Flexibility

Education

Diploma or degree in Business Administration or related field

Job description

Overview

Our UK client is seeking a highly organized and proactive Executive Assistant to support the senior management team. This position is ideal for a professional who thrives in a dynamic, fast-paced environment and can manage multiple priorities with discretion and efficiency.

The Executive Assistant will play a key role in ensuring the smooth operation of executive activities, including complex scheduling, internal coordination, recruitment assistance, and the execution of administrative processes that keep the business running efficiently. The ideal candidate will be detail-oriented, tech-savvy, and able to anticipate the needs of the leadership team. This is an opportunity to work closely with senior decision-makers and gain exposure across multiple business functions including HR, operations, and administration.

Responsibilities

Executive & Administrative Support:

• Implement a company wide task management system, allocate tasks and keep it up to date.
• Provide comprehensive diary and schedule management for senior executives.
• Book meeting rooms and coordinate internal and external meetings.
• Prepare professional correspondence, memos, meeting minutes, and reports.
• Draft, format, and manage documents for e-signature via Dropbox Sign.
• Manage incoming communications, prioritize urgent matters, and filter information accordingly.
• Maintain and operate a company administration calendar outlining all administrative filings and renewals required throughout the year.
• Organize and maintain the company shared drive and internal file systems.

Recruitment, HR & Onboarding:

• Assist in the recruitment process by placing job ads and filtering CVs.
• Draft job offers and employee contracts, communicating details to relevant departments.
• Maintain applicant records and coordinate interviews as needed.
• Coordinate new hire onboarding: set up emails, phone lines, and tech access.
• Compile and maintain employee handbooks, training manuals, and code of conduct documents.
• Keep training materials and internal documents up to date.

Travel & Event Coordination:

• Make complex travel arrangements, including international business trips.
• Coordinate logistics for team meetings, conferences, and corporate events.

Research & Reporting:

• Conduct background research and compile findings into clear, actionable reports.
• Support ad hoc projects and ensure timely delivery of tasks across departments.

• Education: Diploma or degree in Business Administration, Management, or related field preferred.
• Experience: Minimum of 3–5 years’ experience as an Executive Assistant, Personal Assistant, or in a senior administrative support role.
• Communication: Excellent written and verbal communication skills with a professional demeanor.
• Organization: Strong organizational and multitasking abilities; able to manage competing deadlines.
• Attention to Detail: High level of accuracy and commitment to maintaining confidentiality.
• Problem‑Solving: Resourceful, proactive, and capable of anticipating needs before they arise.
• Interpersonal Skills: Strong relationship‑building skills with the ability to work collaboratively across teams.
• Flexibility: Willingness to handle a variety of tasks and adapt to changing business priorities.
• Availability: Ability to support UK business hours and occasional after‑hours coordination as needed.